Gone are the days when every company meeting was held in person. With employees working remotely all over the world, many businesses are now holding hybrid meetings, with some attendees in the room and others joining via video conference.
Hybrid meetings have allowed businesses to stay connected and productive, even when employees can’t be in the same place. But planning a hybrid meeting can be tricky, and there are still times when in-person meetings are necessary.
How you plan these meetings can make the difference between a smashing success and a complete disaster. To ensure that you make the absolute most of your team’s time and attention, employ the following tips the next time you plan an in-person meeting for your hybrid team.

1. Define the Purpose of the Meeting

The first step to planning any successful meeting is to clearly define its purpose. What do you hope to accomplish by bringing your team together? What topics need to be discussed? Once you have a clear understanding of the meeting’s purpose, you can start to plan its structure.

2. Choose the Right Location

The next step is to choose a meeting location that will be comfortable and accessible for all attendees, both in person and online. If you have employees in different time zones, make it a point to consider their schedules when choosing a meeting time and location.

3. Select the Right Technology

Now it’s time to choose the right technology for your meeting. If you’re using a video conferencing platform like Zoom or Skype, be sure to test it out in advance to make sure that the audio and video quality are good. You’ll also want to make sure that everyone knows how to use the platform and that they have the necessary equipment, like a webcam or headset.

4. Create an Agenda

Once you’ve selected the right technology, it’s time to create a meeting agenda. This will help you keep the meeting on track and make sure that all the topics that need to be discussed are covered. Be sure to send the agenda out to all attendees in advance so they can prepare for the meeting.

5. Start on Time

One of the most important aspects of any meeting is to start on time. This sends a clear message to everyone that the meeting is important and that their time is valued. If some attendees are joining the meeting remotely, be sure to give them a few extra minutes to log in and get settled.

6. Keep It Short

In today’s busy world, it can be tempting to try to cram as much into a meeting as possible. But this is usually a recipe for disaster. Instead, focus on quality over quantity and keep the meeting short and sweet. If there are topics that need to be discussed in more detail, you can always follow up with a smaller group or schedule another meeting.

7. Encourage Participation

To get the most out of your meeting, it’s important to encourage participation from all attendees. This means that you should create an environment where people feel comfortable speaking up and sharing their ideas. If someone is shy or introverted, try to draw them into the conversation by asking them directly for their input.

8. Take Breaks

If you have to hold a long meeting, it’s important to take breaks every so often to give people a chance to stretch their legs and grab a coffee. This will help keep everyone fresh and focused for the duration of the meeting.

9. End on Time

Just as it’s important to start your meeting on time, it’s also important to end it on time. This shows respect for everyone’s time and ensures that people don’t start checking their phones or daydreaming about the rest of their day.

10. Follow Up

After the meeting, be sure to follow up with all attendees. Send out minutes from the meeting and make sure that everyone understands their next steps. This will help to keep the momentum going and ensure that everyone is on the same page.

What Are Hybrid Teams?

Hybrid teams are work groups that have both in-person and remote members. In other words, they’re neither fully remote nor fully co-located.
When the COVID-19 pandemic hit, it disrupted the way many organizations operate. To keep business going, many companies had to pivot to remote work almost overnight.
Now that more businesses are starting to return to the office, hybrid teams are becoming more common. In fact, a recent report found that 66% of companies plan to implement a hybrid model in the aftermath of the pandemic.
But as essential as hybrid teams may be, in-person meetings are still necessary. After all, there’s no substitute for face-to-face interaction.

The Importance of In-Person Meetings

In-person meetings are important for a number of reasons. First, they allow team members to build relationships with one another. When team members meet in person, they’re able to put faces to names and get to know one another on a personal level.
Second, in-person meetings promote collaboration. Studies have shown that face-to-face interaction is more effective for collaboration than other methods, like video conferencing or email.
And third, in-person meetings allow for better communication. When team members are in the same room, they can pick up on nonverbal cues, like body language and tone of voice. This can be helpful in avoiding miscommunication.

Let LawWorks Help You with Hybrid Team Planning

If you’re looking for help planning in-person meetings for your hybrid team, look no further than LawWorks. We’re a full-service law firm that specializes in assisting businesses of all sizes.
We have a team of experienced attorneys who can help you with all aspects of meeting planning, from choosing a date and time to drafting agendas and taking minutes. We can also help you with more complex issues, like negotiating contracts and handling conflict resolution.
To learn more about our services, contact us today. We’d be happy to discuss your needs and develop a customized plan that meets your unique requirements.

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